Judicial Administrative Specialist IV

Office of the Child Advocate Delaware; New Castle (DE); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Free parking

Job summary

Office of the Child Advocate Delaware seeks an Administrative Specialist IV to provide confidential HR and administrative support to the Court Administrator and HR Manager at the court level.

The role includes coordinating calendars, preparing and reviewing correspondence, facilitating communications with judges and staff, and supporting HR duties such as recruitment, timekeeping, payroll, and records management.

Qualifications

• One year of professional human resource experience.
• Three years' experience in administrative specialist work (documents, communications, workflow).
• Three years’ experience in collecting, compiling, and evaluating data for reports.
• Two years' experience in providing guidance and consultation to management on administrative matters.
• One year of preparing and maintaining accurate legal and other court-related records.

Responsibilities

• Serves as a liaison with the public, clients, attorneys, court staff, and others to exchange information.
• Applies and explains court services and Judicial Branch rules, regulations, standards, policies, and procedures.
• Assures effective coordination of functions for operational staff, judicial staff, and judicial officers, as well as stakeholder coverage of calendars.
• Schedules, coordinates, and confirms details on court calendars including meetings, hearings, appointments, or events.
• Creates formatted documents, generates and shares presentations, manages schedules, and develops and manages spreadsheets.
• Drafts, manages, and distributes communications and other materials for public and/or internal use.
• Creates, coordinates, and maintains legal and other court-related documents, files, and reports.
• Establishes tracking and monitoring systems and conducts follow-up for timely resolution.

Skills

HR experience

Communication

Court operations liaison

Job description

Summary Statement

The incumbent will provide confidential administrative and operational support to the Court Administrator while also working closely with the Human Resource Manager to perform and support human resource (HR) functions at the court level. Administrative responsibilities include coordinating and monitoring administrative activities, preparing and reviewing correspondence and documents, facilitating communications with judges, court staff, and other court partners. The incumbent may research issues, develop recommendations, and support the implementation of court programs, services, policies, and initiatives. In collaboration with the HR Manager, the incumbent may assist with recruitment and selection activities, timekeeping and payroll activities, records and documentation, compliance activities, and other HR assignments. The position may require ocassional travel to our Kent and Sussex County locations.

Preferred Qualification

Applicants who do not possess the preferred qualification will still be eligible to compete for this position if job requirements are met.

• One year of professional human resource experience.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• Serves as a liaison with the public, clients, attorneys, court staff, and others to exchange information. Applies and explains court services and Judicial Branch rules, regulations, standards, policies, and procedures.
• Assures effective coordination of functions for operational staff, judicial staff, and judicial officers, as well as stakeholder coverage of calendars.
• Schedules, coordinates, and confirms details on court calendars including meetings, hearings, appointments, or events.
• Creates formatted documents, generates and shares presentations, manages schedules, and develops and manages spreadsheets.
• Drafts, manages, and distributes communications and other materials for public and/or internal use, which includes assisting with the distribution of legal paperwork to appropriate units and parties.
• Creates, coordinates, and maintains legal and other court-related documents, files, and reports.
• Establishes tracking and monitoring systems, including record-keeping systems or logs, to ensure effective, accurate, and easily retrievable information, and conducts follow-up for timely resolution of matters.
• Ensures records are maintained in compliance with retention schedules and applicable policies and procedures pertaining to security and confidentiality of legal records.
• Assists higher-level staff with decision making and monitoring of key operational/program indicators by collecting/organizing data, preparing reports, supporting performance tracking, or performing related support work.
• Participates in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.
• Participates in interviews, meetings, conference calls and/or presentations. Explains and supports human resource related actions and recommendations. Reports on workplace risk management issues to leadership (e.g., safety, health).
• May calculate, resolve discrepancies and report on data for an agency’s payroll.
• Arranges for the delivery of supplies and paperwork necessary to maintain essential functions.
• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data. Uses automated human resources information systems to research and report on data and may perform quality reviews of data in systems.
• Performs other related duties as required.

Job Requirements For Judicial Administrative Specialist IV

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• One year of experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
• Three years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
• Three years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
• Two years' experience in providing guidance and consultation to management, customers, and others on administrative matters.
• One year of experience in preparing and maintaining accurate legal and other court-related records, files, and reports.
• Coursework, training and/or work experience in staff supervision which may include performing as a lead worker overseeing the work of others.

Conditions of Hire

• A satisfactory criminal background check is required as a condition of hire.
• Direct deposit of paychecks is required as a condition of hire.

Benefits

• Full time employees are eligle for free parking.
• To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements. Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the My Applications tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.

Individuals who use TDD may request auxiliary aid or service by calling [phone] or by visiting delawarerelay.com.

If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call [phone] or email [e-mail].

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.